Retro tour checklist: organise the ride without last-minute gaps

A retro tour needs more than a route and a group of riders. You need a tested course, a confirmed start and finish, clear registration, route markers and help for bicycles that do not make it to the end. This checklist puts the work in a practical order, from measuring the route and arranging permissions to setting up the parking, meal area and registration desk. It also covers the small items people often remember only when riders are already arriving.

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The plan, step by step

Every task with its own sub-checklist, in the order you'll actually need them.

Preparations

Record route and distance
2 people
Reserve starting location
Arrange permits and notifications
Cycle the route beforehand
2 people
Note hazards along the route
2 people
Create route file and route map
Send invitations
2 people
Process registrations
2 people
Collect dietary requirements
Assign volunteers
Reserve bike repair service
Reserve the final venue for the meal
Order catering and groceries
2 people
Make route signs and arrows
2 people
Print participant list
Print route maps
Lay out race bibs and wristbands
2 people
Do the shopping
2 people
Chill drinks
2 people
Mark the bicycle parking
2 people
Block off start and finish area
3 people
Build party tents
4 people
Set up tables and chairs
3 people
Set up registration desk
2 people
Place route signs along the route
4 people
Set up a rest area
3 people
Test music and microphone
2 people
Set up first aid and repair point
2 people
Prepare coffee and tea
2 people
Set out snacks and lunch
3 people
Brief volunteers
2 people

Event

Check registrations
3 people
Hand out starter pack
3 people
Welcome participants
2 people
Give the safety briefing
2 people
Lead the group start
3 people
Check the route and traffic points
2 people
Staff the rest area
3 people
Refill drinks
2 people
Support bike repairs
2 people
Register finishers
2 people
Serve snacks and meals
4 people
Provide music
Support awards ceremony
2 people
Serve coffee and tea
2 people
Collect waste along the way
2 people

Aftercare

Remove route signs
4 people
Switch off equipment
2 people
Wash dishes
3 people
Clear tables and chairs
3 people
Take down party tents
4 people
Clean the venue
3 people
Dispose of waste
2 people
Return borrowed materials
2 people
Store leftover groceries
2 people
Archive route file and results

What to bring

Grouped the way you'd shop for it, with quantities.

Furniture

Party tentsqty 2
Foldable tablesqty 8
Folding chairsqty 60
Bar stoolsqty 6
Bicycle parking racksqty 8

Sports equipment

Route arrowsqty 35
Route signsqty 20
Crowd control barriersqty 12
Traffic conesqty 20
Reflective vestsqty 12
Bike pumpsqty 3
Repair standsqty 2
Bike repair kitsqty 3
Spare inner tubesqty 12
Borg ribbonqty 4

Equipment

Portable speakersqty 2
Wireless microphone
Microphone stand
Extension cordsqty 4
Power stripsqty 3
Power banksqty 4
Coolersqty 4

Tableware

Reusable cupsqty 120
Platesqty 70
Cutlery setsqty 70
Coffee cupsqty 60
Serving spoonsqty 8
Pouring jugsqty 6

Kitchen

Coffee machinesqty 2
Kettlesqty 2
Thermos flasksqty 6
Cutting boardsqty 3
Chef’s knives and bread knivesqty 4
Serving plattersqty 10

Decorations

Retro bike postersqty 12
Buntingqty 6
Start/finish banner

Lighting

LED light stringsqty 4
Battery lanternsqty 6

Cleaning

Waste binsqty 6
Broom and dustpanqty 2
Mopsqty 2
Bucketsqty 3
Hand soap dispensersqty 3
Toilet paper holdersqty 3

Catering

Groceries

Tips

Cycle the full route before sending invitations. Record the distance, mark hazards and check that every turn is clear enough to sign; a route map alone will not show loose surfaces, narrow passages or difficult crossings.
Set a firm registration deadline at least 7 days before the tour. Use the final participant list to plan food, wristbands, route maps, volunteer positions and the number of bicycle parking spaces.
Arrange the repair service and roadside supplies before event week. Have pumps, repair stands, repair kits and spare inner tubes ready, and tell volunteers who handles a mechanical problem and where that help waits.
Finish route marking before riders arrive, not during registration. Place arrows and signs at every decision point, use cones or barriers around the start and finish, and give route marshals reflective vests so they are visible.
Work backwards from the final meal when ordering catering and groceries. Confirm dietary requirements before placing the order, then chill drinks and set out cups, plates, cutlery, serving spoons and pouring jugs after the tables and tents are in place.

Frequently asked questions

How far in advance should I organise a retro tour?: Start the route, venue and permit work at least 6 to 8 weeks before the tour. Send invitations once the route and starting location are confirmed, then close registrations about 7 days before the event.
How many route signs do I need for a retro tour?: Plan one clear arrow or sign for every turn, junction and route decision, plus extra signs at the start, finish and any confusing approach. Walk or cycle the route beforehand and add signs wherever a rider could reasonably hesitate.
How much food and drink should I order for a retro tour?: Order food for the final confirmed participant count, with a small buffer of about 5 to 10 percent. For the first hour, allow roughly 2 to 3 drinks per person, then adjust the total for the route length, weather and whether riders stop for a meal.
When should I set up the retro tour start area?: Set up the tents, tables, chairs, bicycle parking, barriers and registration desk before participants arrive, allowing at least 2 hours on site. Put out bibs, wristbands and printed route maps only after the layout and sign-in flow have been checked.

Start this plan in Lizzt

Every task and item on this page, ready in your own event. Invite people, split the work, and see who has done what.